Retention of Search & Selection Records Policy

Policy Statement

The hiring department must retain all records of the search and selection process for a period of three years. The supervisor, entity/department Human Resources representative, or hiring manager is responsible for retaining all records that are part of staff search and selection process for a three (3) year period. Retention of records would also include documents pertaining to an internal transfer or promotion candidate.

Policy Details

Records should include, but are not limited to the following:

  • Résumés and cover letter (if provided)
  • Applications
  • Interview notes
  • Reference checks
  • EEO documentation
  • Transfer documents to include copies of:
    • Current performance evaluations
    • Current salary of candidate
    • Letters of commendation
    • Education and development records
    • Current formal corrective actions

Policy Number: 02.10


Recruitment, Hiring, & Transferring Policy